Purchasing Guidelines

As part of our ongoing initiative to improve services to the college community, we held several focus groups to address isssues related to purchasing procedures. One of the main concerns expressed was the need for written guidelines. As a result, we have compiled several one page guidelines for departments to refer to. We will continue to work with the Offices of Purchasing and Accounts Payable to provide departments with clear and accurate guidelines based on State and CUNY policies and procedures.

Purchasing Forms

As part of our ongoing initiative to improve services to the college community, we held several focus groups to address isssues related to purchasing procedures. As a result of some of the discussions we have revised some of our forms and created new versions for use with Adobe Acrobat. These forms are designed to be filled out on the computer, printed and signed, and sent to the Fiscal and Business Services Center (FBSC), 1146 Boylan Hall. The forms must be printed because they still require signatures. Departments can also print the forms and enter the information by hand.

Please note the effective date next to each form. This indicates the date the form was last updated.

Purchase Requisition [Effective Date: September 22, 2010]
Use when purchasing five items or less. When purchasing more than five items, fill out the top part of this form and attach an OTPS Detail Sheet. When attaching other forms, please make sure to check the appropriates boxes indicating which additional forms are attached.

OTPS Detail Sheet [Effective Date: September 22, 2010]
Use when purchasing more than five items: list the items on this form. Also fill out the top part of the Purchase Requisition form.

OTPS Detail Sheet (16-30) [Effective Date: September 22, 2010]
Add this form to the OTPS Detail Sheet when purchasing more than 15 items. Also fill out the top part of the Purchase Requisition form.

OTPS Detail Sheet (31-45) [Effective Date: September 22, 2010]
Add this form to the OTPS Detail Sheet and the OTPS Detail Sheet (16-30) when purchasing more than 30 items. Also fill out the top part of the Purchase Requisition form.

Additional Suggested Vendors Form [Effective Date: September 22, 2010]
Use when you would like to suggest more than one vendor attach an Additional Suggested Vendors Form to the Purchase Requisition.